Head Secretary

This is a term assignment with no determined end date and may dissolve with the return of the incumbent (current employee who owns this assignment). In that event, position will convert to other assignments until another Head Secretary position becomes available.

The Surrey School District respectfully acknowledges that our schools reside on the traditional, unceded, and shared territories of Coast Salish peoples: The q íc y - Katzie, the qwa:nn - Kwantlen and the SEMYOME - Semiahmoo First Nations, who have been stewards of this land since time immemorial.

Surrey Schools values an inclusive school district where equity is deeply embedded, and diversity welcomed. We acknowledge the profound responsibility we all have in ensuring that our schools and district sites foster an atmosphere where everyone feels secure, respected, and valued. Our commitment to providing a quality education extends beyond academic excellence; we are committed to creating and cultivating diverse, inclusive, and barrier-free environments for all applicants, employees, students, and their families. Our identity, as Surrey Schools, is expressed in the shared values of openness, fairness and tolerance and recognizes the importance of diversity of identity and thought. We are an equal opportunity employer and welcome applicants from all backgrounds.

Surrey Schools, recipient of the BC Top Employers and Canada's Greenest Employer awards, is the largest school district in BC and the second largest employer in Surrey. Spread across one of the fastest-growing cities in British Columbia, Surrey Schools provides quality education to over 82,000 students with 124 schools sites and a variety of other learning facilities, offering a broad range of innovative programs and services to support the learning of our students. The Surrey School District team of approximately 13,000 employees works tirelessly every day to ensure that children are getting the best start they can, providing the preparation to be our leaders of tomorrow.

The Head Secretary at a Secondary School performs work of considerable variety and complexity in providing administrative support services and is responsible for organizing and directing the operations of the general office in a secondary school. An employee in this classification directs, supervises and assists in the effective provision of administrative, secretarial, accounting, clerical and reception services in the school office. The work of the Head Secretary at a Secondary School is distinguished from that of other clerical positions by a greater variety and complexity of duties and knowledge of school and district rules, policies and procedures. Work is performed under an administrative officer's direction and with a high degree of independent judgement and action in dealing with a variety of assignments and situations.

The Head Secretary exercises courtesy, discretion and diplomacy in explaining school rules, policies and procedures and in supplying information and assistance to staff, students, parents and the public. This role reports to Management.

TYPICAL RESPONSIBILITIES

As general office supervisor of a secondary school this role:

Directs, supervises and participates in the work of support staff engaged in secretarial, accounting, clerical and receptionist duties for the school.

Monitors the progress and problems of daily work flow, as needed.

Acts as secretary to administrators: makes and cancels appointments, arranges meetings.

Processes confidential material, implements new or improved office methods and procedures.

Relieves administrators of routine detail such as daily school opening routines, Teacher on Call orientation and record keeping.

Preparation and production of correspondence, forms, records, student information, timetables, transfers in/out, report cards, accounts, month end reports and related materials.

Undertakes data searches, compiles and checks clerical records to provide accurate information in response to enquiries; prepares tabulated statistical reports and summaries, checks a variety of material for accuracy and completeness and promotes effective office operations.

Maintains records and updates budget account expenditures and balances, and provides administrators and department heads with information needed to plan and administer the budget.

Collects payments for various school activities; issues receipts and makes bank deposits, processes accounts payable and receivable; maintains computerized site-based funds accounting records; prepares, reconciles and balances a variety of accounts; produces cheques, prepares annual statement of revenue and expenditures; maintains petty cash; provides records for annual audit.

Requisitions, purchases, receives, checks, stores and distributes school and office supplies and equipment.

Performs receptionist duties, receives and processes a wide variety of enquiries, explains school rules, policies and procedures, and provides information and assistance with respect to registration, finances, student marks, graduation status and government exams, to staff, students, parents and the public.

Processes incoming and outgoing mail.

Liaises with district and community transportation services to arrange and/or reschedule transportation for students and school activities.

Trains support staff and checks, reviews and supervises the work of same. May provide input for the evaluation of these employees.

Attends to sick students and minor first aid calls, and administers pre-approved medication to students, as needed.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of the policies, regulations and practices relating to school operations is an asset.

Skilled in verbal and written communication.

Knowledge and experience of current office systems and practices.

Experience in education is an asset.

Experience with MS Office and Office 365 as well as accounting. Experience with school district finance enquiry, student records, employee attendance/absence reporting, supplies and services requisitioning and related functions an asset.

Knowledge of accounting, cash handling and financial practices.

Ability to direct and supervise the accounting, clerical, reception and general office services of a secondary school office.

Ability to meet established deadlines and time constraints despite constant interruptions, and the

flexibility to adapt and respond to changing priorities.

Ability to work under minimal supervision and act with a high degree of independent judgement

and action on a variety of matters.

Ability to train support staff and assign, check and supervise work of same.

Ability to establish and maintain effective working relationships with school and district staff,

students, parents and the public to explain school rules, policies and procedures and supply

information and assistance, as required.

Ability to become familiar with the applicable policies, regulations and practices governing

district activities.

TRAINING AND EXPERIENCE

MS Office and Office 365.

Completion of Grade 12, plus additional post secondary courses in business, accounting and office management leading to a certificate or diploma in office management, or equivalent.

Two years' related experience in a comparable office environment, or an equivalent combination

of training and experience.

Candidate will be required to complete a skills assessment.

This is a unionized position that offers an hourly wage rate of $35.22 plus benefits package: Municipal Pension, health, vacation & sick benefits. Effective date per collective agreement.

Qualified applicants can apply by clicking the "apply" button to the right of the posting. The closing date for this position is November 4, 2024 at 4:00pm.

Note: Successful applicants will be required to consent to a Criminal Records Search prior to employment. Only those applicants selected for interviews will be contacted. To all others, thank you for your interest.

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